Wednesday, December 30, 2009

GoldMine: View 2009 Past Due Calls

A client asked: How can I see all of my past due calls in GoldMine Premium?

The easiest way to do this is to use the Activity List, which displays (in list view) Activities.

* Select Activity List from the “Go To” or
* Click on Activities in the Navigation
(For GMCE, select View | Activity List)

* Under Open Activities select Calls
(For GMCE find the Calls tab)

* Select Today and Prior from the Show drop down
(For GMCE use a Right-Click | Options | Date Range)

This way you will be ready to complete or delete them in 2010.

Happy New Year!

GoldMine: Newer Version Message

A client asked: How do I enable the feature that displays "A newer version is available" when GoldMine users login?

GoldMine Premium 8.5 now has the ability to automatically upgrade workstations to the newest version installed on the server. This is enabled when the server is upgraded and the "Create configuration file for silent installation" checkbox is selected.

To enable:

* On the server, login to GoldMine
* Select Tools > Configure > System Settings
* Configure the path for the new version of the GoldMine setup file
(usually in \Goldmine\Setup\Goldmine\)
* Configure the path for the GM_SI.INI file

GoldMine: Universal Search Problems

A client had this problem: When running Universal Search, there are never any results returned (regardless of the search). What could be causing this?

This could be caused if Universal Search is not installed properly or if there is a configuration issue with SQL or its services.

To resolve this issue:

* Log into GoldMine as a user with master rights on the Server
* Select Tools > Configure > System Settings > Advanced
* Uninstall Universal Search and close GoldMine
* Start > Run > services.msc
* Right click on each SQL service and select properties.
* Go to the Log On tab and check the log on account being used.

For all SQL services this should be set to the same account. It can be the local system account or a specified user account but all SQL services need to be using the same logon.

* Restart the SQL Full-Text and SQL Server services
* Open SQL Management Studio
* Browse to the database that will be used with Universal Search
* Right click on the database and select Properties
* Go to the Files page, be sure 'Use Full-Text Indexing' is checked
* Launch GoldMine and install Universal Search

GoldMine: Print Email Highlighting

A client recently asked:How do I print highlighting when printing a GoldMine email message?

Since GoldMine uses Intenet Explorer to format html email, you need to make some changes to the IE settings:

* Open Internet Explorer > Select Tools
* Select Internet Options > Advanced tab
* Scroll down in the Settings box
* Locatie the Printing section
* Check 'Print background colors and images'
* Click Apply, Click OK

This will allow you to print the highlighting in your GoldMine emails.

GoldMine: Installation Information

A client asked: I having a problem upgrading GoldMine. Can you direct me to where GoldMine stores information regarding previous versions?

There are several places to look when troubleshooting a problem if the GMPE installer does not properly detect the previous version of GoldMine or does not pick the correct folder where GoldMine is installed.

The primary key used to decide whether it is a new installation or an upgrade is:
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Windows\CurrentVersion\App Paths\gmw*.exe

The installer also looks at several variables in:
In particular, TargetPath determines what folder the GoldMine is installed to.

GoldMine installer also depends on information stored by Microsoft MSI Engine; this information is not documented and is not editable. It can be deleted by using the Microsoft Office uninstall utility (search for msicuu2).

Reviwing this information can assist in locating where the problem resides when troubleshooting an installation or upgrade. However, unless you are very experienced with registry edits, you should contact Front Range or your GoldMine partner before proceeding with any changes.

You should also back up your registry before doing anything.

HEAT: Automatic HEATBoard Issues

A client asked: Is it possible to automatically create a HEATBoard issue when a Call Ticket reaches a certain priority level?

Yes, you can use BPAM and the new HEATBoard Issue autotask action to create a HEATBoard issue, populate the issue with the current call description and link the current ticket to the HEATBoard.

Step 1: Create the autotask

In the Specify Action Type dialog box, select HEATBoard Issue, then click OK. The Create new HEATBoard Issue dialog box opens.

* In the Name field, type a name for the HEATBoard Issue action.
* In the Text field, right-click to insert a HEAT field value
* Insert the Call Desc field from Call Logging
* In the Save to View section, save the HEATBoard Issue to Global.
* In the Linked Calls section:
* Click Allow Linked Calls and Link Current Call
* Click AutoClose-closes linked calls when the Lead Call is resolved.
* Click OK.

Step 2: Create the business rule

* Using the business rule editor, select Add Rule
* Select 'When a ticket is changed'
* Select 'All Records in a Call Group'
* Select the group showing HEATBoard Issue calls
* Select the Autotask created above
* Name the Business Rule and click Finish

When this rule is activated, it will track calls that meet the criteria for a HEATBoard Issue and create it automatically.

HEAT: Customizing the User Interface

A client asked: Does HEAT support custom toolbars? How do I add a toolbar?

Call Logging allows you to create custom toolbars and add buttons to the toolbar as you need them. An individual user's toolbar is associated with the user and is available at any network workstation the user logs onto.

To Create a Toolbar:

* From Call Logging, select Edit > Toolbar > Customize.
* The Customize dialog box opens.
* Click the Toolbars tab.
* Click New. The New Toolbar dialog box opens.
* In the Toolbar Name field, type a name for your toolbar.
* Click OK. The new toolbar is listed in the Toolbars list.
* Drag the new toolbar to the desired location to dock it.
* In the Customize dialog box, click the Commands tab.
* From Categories, select the category containing the button to add.
* The associated buttons appear in the Commands list.
* Drag and drop the buttons to be displayed onto your new toolbar.
* Click Close.

To Delete a Toolbar:
(Note: You can only delete toolbars you created.)

* From Call Logging, select Edit > Toolbar > Customize.
* The Customize dialog box opens.
* Click the Toolbars tab.
* Select the toolbar you want to delete, then click Delete.
* Click OK to confirm the deletion.
* Click Close.

Themes allow you to customize your UI (user interface) by setting colors, backgrounds, menu bar options, and other features. Several themes are available in HEAT. Note: When you set a theme, the theme is activated for the entire HEAT suite.

To Set a Theme:

* Select Edit>Toolbar>Customize.
* The Customize dialog box opens.
* Click the Themes tab.
* Select a theme. The preview shows the theme changes
* Click Apply, then click Close.

All applicable modules in the HEAT suite are updated to display using the selected theme.

HEAT: Administrative Image Benefits Part II

This post outline the process for distributing the ODBC configuration from one machine to many on the network using the ODBC Wizard available from the HEAT Administrative Image install.

* Browse to the HEAT Administrative Image install root directory
* Locate and double-click the ODBCWizard.exe
* Select Write an INI file based on existing data sources
* Click Next
* Browse to select a location\file_name for the INI file
* Click Next

From System DSNs side of the Choose DSNs panel, select the correct ODBC connection. This is the ODBC connection you wish to replicate on all client HEAT machines.

* Click Next. The INI file will be created. A Done window will confirm it’s created. * Click Finished.

The ODBC settings can now be installed on each HEAT workstation.

On each workstation:
* Launch the ODBCWizard.exe from the Administrative image
* This time, select Read an INI file and configure data sources
* Click Next. Browse to locate the INI file created previously
* Click Next. Click Finished on the Done panel
* The ODBC connection will now show under the System DSN tab

NOTE: This ODBC connection will not contain the proper login information and therefore may not work on its own. Therefore, the GMLogin.sec file will need to be created and copied to the local machine in order to bypass the login credentials for SQL Server.

HEAT: Administrative Image Benefits

A client asked: Should I use the Administrative Image option when setting up HEAT? Can't I just share the CD on the network and install from there?

You could do that, however, you lose the option of automatically bypassing the SQL Server login when installing HEAT on a workstation. When you use the Administrative Image, you can send the SQL login and password to each workstation during installation. The instructions are below:

* Launch the HEAT Administrator module.
* Select Security > Database Password.
* You will be prompted with a pop-up window
* Browse to locate Setup.exe in the Administrative Image
* Enter the SQL user ID and password for the data source
* Click OK, save the logon information
* Click Yes > Click OK
* Exit the Administrator module.

Browse to the root of the Administrative Image to where the Setup.exe file is located. If the GMLogin.sec file is found there along with the Setup.exe file, continue with the intallation. (If the file does exist, you will need to copy it there).

Users that do not have HEAT installed can now run the Setup.exe from this Administrative Image. The GMLogin.sec file will then be copied locally to their machine, allowing the default of the database login.

Note: In order for this encrypted User ID and Password to work, the client machine must have the same ODBC connection name configured on their machine. Users that already have the HEAT client installed will need to copy and paste the GMLogin.sec file to their Windows directory. Once copied there, the user can then log in to Call Logging and not be prompted for the SQL login.

Tuesday, December 29, 2009

HEAT: Running Crystal Reports

Did know that besides running Crystal Reports from within HEAT, you can use a built-in utility to run a report based on data inside a call record?

To pass parameters into a Crystal Report using HEAT, you do the following:

* In Call Logging, go to Report > Manage Reports.
* Add a report with a parameter that asks for an assignee
(for example, "All Assignments by Assignee.")
* Go to the Report Parameters tab, click on Assignee parameter
* Click on the first checkbox: Preset parameter values
(Crystal Reports will not prompt).
* Click Add, then hit insert Assignment.Assignee.

When you view a ticket with any particular assignee shown, the assignee visible will be passed in the parameter of the report, showing all of the assignee's tickets and assignments.

MSCRM: Finding All Primary Contacts

A client asked: How do I get a list of all Primary Contacts to prepare a mailing?

Below is an Advanced Find setup to find and list all the Accounts' Primary Contacts:

* Click New > select Look for: Contacts
* Click Select > Accounts (Primary Contact)
* Click Select > Primary Contact > Contains Data

Save the Advanced Find and then click Query. It should list all Primary Contacts associated with Accounts.

MSCRM: Finding Unresolved Emails

Do we need a quick way to locate all unresolved emails in MSCRM and update them? See the Advanced Find below.

There a number of reasons why you might encounter unresolveds email in MSCRM. One reason is when you are using the Microsoft CRM Outlook Client "Track in CRM" feature. This is due to Outlook containing email addresses that are not related to any existing CRM Users, Accounts, Contacts or Leads at the time of being "tracked" in MSCRM.

Use the Advanced Find listed below to find all the Microsoft CRM e-mail records with unresolved email addresses and update them.

* Click New > select Look for: E-mail Messages
* Click Select > Status Reason > Select Equals > Select Received;Sent
* Click Select > Activity Parties (Activity)

Create the Group below:
* Click Select > Participation Type > Equals > ToRecipient
* Click Select > Participation Type > Equals > Sender
* Click Select > Participation Type > Equals > BCCRecipient
* Click Select > Participation Type > Equals > CCRecipient

* Select the four Participation Type values > Group OR
* Click Select > Party > Does Not Contain Data

Save the Advanced Find and then click Query. It should list any unresolved emails.

MSCRM: Using SQL to Find an Entity Description

A client asked: How do I access the description of an entity? Where is it stored?

Due to multilingual support in Microsoft CRM, there is a localized label table used to store the entity description value (and entity label) that you must query. The sql statement to access the description of an entity is below. 1033 represents the English label value.

Substitute the entity name for which you need the description at the end of the last line. The example below uses account:

Select Label from MetadataSchema.Localizedlabel
where LanguageId = '1033'
and ObjectColumnName = 'Description'
AND ObjectId = (select entityid from MetadataSchema.Entity where Name = 'account')

Run the query above in SQL Management Studio against your CRM database.

MSCRM: Hide Entity Nav Bar Items

Did you ever want to hide certain (or all) left nav bar items within a Contact or Account?

To hide left nav bar items inside a Contact, you have two options:

1. Remove all privileges linked to these items in the security roles

2. Add onLoad javascript to stop the items from displaying

The security role method is very straightforward, however if you have dozens of security roles, this can be time-consuming. To use javascript, see below:

Hide the 'Sub Contacts' menu option inside the Contact entity

* Open a Contact in Microsoft CRM
* With the Contact open, press Ctrl + N to open in a new window
* In Internet Explorer Click View > Source

When the HTML opens in Notepad, search for Sub-Contacts. When it is located, notice that just before the highlighted text you will see: id="navSubConts", write this down.

* Click Settings > Customization > Customize Entities
* Double-click the Contact entity > click Forms & Views
* Double-click Form (Main application form)
* In the right-hand pane, Click Form Properties
* Click OnLoad and Click Edit
* Paste the following Javascript in the box:

document.getElementById("navSubConts").style.display = "none";

* Check the Enable Event checkbox
* Click Save & Close > click Publish

Open a Contact in CRM and the Sub-Contacts menu option should be gone. This same method can be used to hide other entity menu options.

Crystal Reports : Converting Numerical Values to Currency Values

In any aging or "invoice" report, you will undoubtedly need to sum up some dollar amounts.
This can be tricky, depending on how the back end database is storing the data.

In a perfect world, you are using SQL server and the dollar amount field is declared as CURRENCY.

In the real world, however, the value may be stored at plaintext, which as we all know, cannot be summarized as a numerical value.

Now, we can convert the plaintext INVOICES.AMOUNT into a number by using TONUMBER(INVOICES.AMOUNT).

A better solution might be to use the TOCURRENCY() function, which will not only convert our plaintext to a numerical value, it will also provide the expected number of decimal places, and also display itself with the currency symbol ($).

Just a quick shortcut. You could do the same thing with a combination of the TONUMBER() function and field formatting. I've found that when dealing with dollar amounts, CURRENCY is always preferable to NUMERIC.

Crystal Reports : Consolidating Buckets into One Formula

Let us suppose further that we are creating a crosstab object to show us where the INVOICES land in date buckets. You would want to specify each ROW of the crosstab as your summary (i.e. COUNT or SUM). You would need, then, to specify your COLUMNS within the crosstab as a single, unified function that will "kick out" the correct "bucket name" based on INVOICES.DATE.

We will call our unified crystal function DATEBUCKET and the code would look like this:


This code consolidates our date buckets into one unified crystal function that can be added as a Group or a Crosstab column. Obvoiusly, the bucket names are "kicked out" as described above. These will ultimately be the names of your groups.

Again, watch your math to guard against double bucketing!

Crystal Reports : The Perils of Double Bucketing Continued

Double bucketing; it is a scourge upon the hapless Crystal Reporter!

Another technique to use when bucketing is to force Crystal to use mutually exclusive "automagical" functions. A good example of this is to use the YEAR() function to group any date by it's corresponding year.

So, if we break out INVOICES.DATE by grouping by YEAR(INVOICES.DATE), we can be assured that any one invoice can only belong to one specific year. Therefore we avoid double bucketing.

But the needs of the client are paramount; some businesses like "strange logic" to be applied to their buckets, depending on usage requirements.

An example: a client needs all invoices cut in December 2009 to belong to year 2010, yet anything previous should belong to year 2009.


2010 Bucket:

This code above includes all invoices with a year of 2010 AND also the ones from December 2009.

So we can see that sometimes the "automagical" crystal date function do not always meet the expectations of the client.

Know your manual date math! And beware the perils of double bucketing!

Crystal Reports : The Perils of Double Bucketing

When grouping (or "bucketing") data by a date field, it is important to make sure that your groups are mutually exclusive. Let us suppose that we are breaking down rows from a table called INVOICES based upon INVOICES.DATE. We just want to see which invoices are "out" thirty days, and which are "out" sixty days.

So, if our "30 Days" group is calculated thus:
(give me invoices that are between zero and thirty days old)

Our "60 Days" group must necessarily exclude day 30 and begin on day 31:

The potential danger here is making our second bucket start on day 30, a common mistake. This would mean that any invoice with a date landing on day 30 would belong to both buckets, therefore skewing our results.

This cannot be overstated. Crystal known nothing about your date buckets, just the code that you provide it.

A better solution could be to use the "automagical" Crystal functions AGED0TO30DAYS or AGED31TO60DAYS, both of which are available under the "Date Ranges" function tree in the formula editor.

I actually prefer the "manual" technique as described above, as it allows you to specify exactly what ranges are being used. (i.e. some clients like to use 40/80/120 instead of 30/60/90)

MSCRM: Show Only Related Contacts

A client asked: We have many accounts with multiple contacts. When we want to change the primary contact, the lookup shows all contacts, not just those related to the account. How can we change this?

To display only contacts with the current account as their parent account, you need to make some customizations.

There are two parts to making this work:
* Customize your Contact entity
* Select > Lookup view > click on 'Add Find Columns'
* Check 'Parent Customer' > Save changes > Publish.

Following this change, when you do a lookup for primary contact, you can search by parent company name as well as the person's name. This is useful on its own.

To complete the customiation and do this lookup automatically:
* Customise the Account entity main form > edit the form properties
* Add an onLoad event with the following line of code:

crmForm.all.primarycontactid.additionalparams = 'search=' +;

This adds a parameter to the primarycontactid field to pass to the search box when the lookup is invoked (the parameter is the field "name" which is the Account Name of the current Account).

* Save and close > publish Account entity.

Now when you use the Primary Contact lookup from within the Account, you will only see contact that are identified as working for that company (by their Parent Account).

GoldMine: GoldMine Reports are Missing

A client asked: Following our upgrade, certain GoldMine reports are missing from the list of reports. How can this be resolved?

This could be caused by a user accidently deleting a report or by an install or upgrade. To resolve, see the following:

* Verify the report exists in the report folder (under GoldMine)
* Log into GoldMine > Open the Report Center
* Select Go to > Report > Reports
* Right-click on a report foler (e.g. Analysis reports folder)
* Click ‘New’ > Name the report (e.g. 'New Completed Sales by User’)
* Browse out to the correct filename ‘compsale.fp’
* Click ‘OK’

Test report the report by running the Report Center.

GoldMine: Where is Universal Search?

A client asked: When I look for Universal Search, it is not displayed. How do I resolve this?

First, look under Go To > Search > Universal Search. If it does not appear there, then most likely it was not installed when GoldMine was installed.

You can install Universal Search after the fact, however, there are seveal conditions that must be met:

Verify that the Full-Text Service is running:
* Open SQL Management Studio
* Check for Full-Text Search in the Management folder
* Right-click > Start.

If the Full-Text Service is started the Full-Text Indexing must be enabled at the database level
* Open SQL Management Studio > Expand databases
* Right-click the GoldMine database > Properties
* Select File tab > Check ‘Use full-text indexing’

To install Universal Search, you must launch GM with a SQL Login that has sysadmin privileges (recommended: use the default ‘sa’ account with GoldMine. Check the GM Alias Manager for configured SQL login). Also you must be running SQL 2005 to install Universal Search.

To install Universal Search:
* Select Tools > Configure > System Settings
* Click Advanced tab > Click Install on Universal Search

Following the installation, select Go To > Search > Universal Search. Run a search to make sure Universal Search is functioning.

GoldMine: Display Limits

A client asked: Prior to our upgrade, some F2 lists showed over 25 entries. After the upgrade, they only show 10. What could be causing this?

This could have been caused by a change to the Display Limit of maximum records. See below:

* Go to Tools > Configure > System settings > Display tab
* Change the value of 'Maximum number of records shown in Contact Search Center,
Activity List, Contact list, and Contact records tabs'
* Increase the limit from '10' to '2000' or more
* Click 'OK'

This will now display up to 2000 records in any of the lists, including the F2 lookups.

GoldMine: Schedule Contacts Not in GoldMine

Have you ever had the need to schedule an activity for someone that you have on the phone that is not a GoldMine contact?

This is easy. Schedule the activity first and then add the contact. See below:

* Select Schedule > Appointment.
* Fill in all the details and set the alarm.
* Click on the button to the right of the 'Contact' field.
* From the options, select 'Create a new contact'.
* This will open a New Company and Contact dialog box.
* Fill out the contact information and select OK.

A new contact is now automatically created in GoldMine along with the activity scheduled for that contact.

Sunday, December 13, 2009

GoldMine: Fewer Scheduling Steps

Do you want to cut down on the number of steps needed to schedule an activity?

There are several shortcuts to create an activity in Goldmine. Here's one:

* Lookup the contact for which you would like to schedule an activity.
* Highlight the contact and press F7 to open the calendar.
* Pick a date and click on the Schedule drop-down.
* Select the Activity type.
* The Schedule Activity window opens with the contact filled in.
* Enter remaining info about the activity and click Save.

QuickBooks: Payroll Integration Workaround

If you do not use Paychex, ADP or Paycycle (that offer QuickBooks integration), you can still enter the payroll prepared by your payroll service.

Your payroll company provides you with a complete set of reports. If you need year to date gross wages per employee you can refer to these reports

Your labor costs include the gross wage you pay to your employees and the employers share of payroll taxes paid.

* Set up an expense account, "Wages Plus Payroll Taxes Paid".
* Set up two Vendor Names, "Net Pay" and "Payroll Tax Payments".

* Using a Write Check transaction, uncheck "To be printed"
* For each net pay, enter the check number and the vendor "Net Pay"
* Enter the amount of the check
* Code to "Wages Plus Payroll Taxes Paid".

Note: It is not necessary to use the employee's name, if you need detail on employee's wages, your reference will be the payroll reports produced by the payroll service company.

Using Write Check transactions, uncheck "To be printed" and, for the taxes withheld from your checking account, leave the check number field blank

* Enter the vendor "Payroll Tax Payments"
* Enter he amount of the tax to be withdrawn
* Code to "Wages Plus Payroll Taxes Paid".

For amounts withheld from the paychecks for loan repayments or for amounts that will be remitted by your company to a vendor (for example 401K, health ins or other benefits), a journal entry will need to be made. Do the following:

* Select the Banking menu > Create journal entry
* Debit "Wages Plus Payroll Taxes Paid" for the amount withheld
* Credit the correct category (401K, health insurance, etc.)

At the end of the year you will allocate (with a journal entry) the "Wages Plus Payroll Taxes Paid" into the two totals - one for wages, and one for payroll taxes paid.

Subtract the Medicare Wages on the W-3 issued by the payroll service company from the amount in the account "Wages Plus Payroll Taxes Paid" and create a journal entry to reclassify it to its own expense account "Payroll Tax Expense"

Debit "Payroll Tax Expense" (for the calculated amount)
Credit "Wages Plus Payroll Taxes Paid"

QuickBooks: Easy Access Checking

Would you like an easy way to keep track of multiple checking accounts?

First, if you are using more than one checking account, you can color code them by doing the following:

* Open the register for a checking account (Banking > Use Register).
* Click the Edit Menu and select "Change Account Color".
* Select one of the preset colors and click OK
* Click "Define Custom Colors" to create your own

After color-coding your checking accounts, add them to the Icon Bar:

* Open the check register you would like added to the Icon Bar.
* Click on the View menu.
* Select Add {Bank Name} to Icon Bar.
* Choose an icon and type in a name for the icon

Now you can click on a check register icon and have each register appear with a different background color.

Wednesday, December 9, 2009

Upcoming Marks Group Webinars

GQ Connect -Integrating QuickBooks and GoldMine

December 15, 2009 at 11AM EST (20 mins)
December 22, 2009 at 11AM EST (20 mins)
January 5, 2010 at 11AM EST (20 mins)
January 12, 2010 at 11AM EST (20 mins)

January 26, 2010

GoldMine Tips and Tricks
9:30AM EST (30 minutes)
MSCRM Tips and Tricks
10:15AM EST (30 minutes)
QuickBooks Tips and Tricks
11:00AM EST (30 minutes)

HEAT Software Tips and Tricks
1:00PM EST (30 minutes)

Crystal Reports Tips and Tricks
2:00PM EST (30 minutes)

January 27, 2010

Quicker! Better! Wiser! Best Help Desk Technologies For 2009 11:00 AM EST (60 minutes)

Quicker! Better! Wiser! Best CRM Technologies For 2009
2:00PM EST (60 minutes)

Quicker! Better! Wiser! Which QuickBooks Makes Sense?3:30 PM EST (30 minutes)

To Register For Any Of The Above Webinars, click here

GoldMine Premium 8.5.22 Released

At the time of this writing FrontRange is about to release the latest build of GoldMine Premium. Please contact us for a list of fixes and enhancements before upgrading.

Significant Discounts Offered By FrontRange

FrontRange is offering significant discounts for users of GoldMine Standard who want to upgrade to GoldMine Premium. Prices are $355 per license (normally $549 per license) and a minimum 5 licenses are required. The offer expires on December 18, 2009. Please contact us for more information.

Live Event – FREE Crystal Reports Training

An Introduction To Crystal Reports - A live training session for beginners and intermediates

Join us for a free morning of training on Crystal Reports.

Led by certified Crystal consultant Justin Hill of The Marks Group, this 3 hour session will cover the following topics:

Database Connections (we’ll use examples from Microsoft CRM, GoldMine and HEAT)
Joining Tables
Inserting Fields
Selecting Data From A Datasource
Sorting and Grouping Data
Summarizing Data
Exporting The Report

The Microsoft Training Center
Great Valley Corporate Center
45 Liberty Boulevard - Suite 210
Malvern, PA 19355

Date: Jan. 22, 2010
Tim: 8:30 AM – 11:30 AM
Continental breakfast also provided

For more information or to register please visit:
Announcing GQ Connect

Have QuickBooks? Now it can talk to GoldMine.

The Marks Group, a certified GoldMine and QuickBooks partner, is pleased to announce its new product GQ Connect, for GoldMineand QuickBooks. At only $99 per user, this product lets users quickly synchronize contacts from GoldMine to QuickBooks and also retrieve QuickBooks customer/vendor history right from GoldMine! The application is completely customizable and source code is provided.

We will be holding a series of quick webinars to show users how to use the product. The webinars will be:

12/15/2009 at 11AM EST
12/22/2009 at 11AM EST
1/5/2010 at 11AM EST
1/12/2010 at 11AM EST

To register for these webinars, get a brochure, or download a free 10 day trial please visit

Tuesday, December 8, 2009

QuickBooks: Customize Reminders

A client asked: I don't want to see all the reminders, only the To Do notes. How do I change this?

To have only your To Do notes display each morning when you open QuickBooks:

* From the Edit menu > Preferences > Select Company Preference
* Click on Reminders > Click on "don't remind me" for all
* Do not click on "To Do notes" (click on "show list")
* My preference tab, click show reminders when opening company file

To enter a new to do:

* From the company menu > To do list > Ctrl + N
* Each morning you may want to print the to do list.
* From the Company menu > To Do list
* From the "To Do menu button", click on print report.
* To print a single to do, highlight the to do
* Click print note.

Be sure to make inactive all completed "To Dos" or your list will become unwieldy. From the company menu > To do list > Highlight the to do > Ctrl + E to edit.

QuickBooks: Sync with Outlook

A client recently asked: How can I sync my Outlook contacts with QuickBooks as Customers or Vendors?

To sync Customer, Vendor and Other names between Outlook and QuickBooks, you need a free tool available at The QuickBooks Contact Sync for Outlook is a free downloadable tool that synchronizes your QuickBooks Customers, Jobs, and Vendors with Outlook contacts.

To use the utility:

You have the choice of synchronizing in both directions or just one way. To start the set-up go to:

* File > Utilities > Click Synchronize Contacts.
* Before you synchronize names with Outlook
* Assign Categories to the names under contact management.

The categories to use are:

* QB Customer
* QB Vendor
* QB Other
* QB Ignore (choose to not sync)

To begin synchronizing, select File menu > Utilities > Click Synchronize Contacts > Sync Now. The Outlook contacts will be placed in the QuickBooks types specified in the categories.

Monday, December 7, 2009

QuickBooks: Inactive Lists

A client asked: What can I do with list names that are not being used but can't be deleted?

When a list name is no longer used but cannot be deleted because of prior activity you can hide it from sight by making it inactive. To do so, do the following steps:

* Highlight the list item (Customer or Vendor or Account)
* From the edit menu, select Make inactive or;
* Ctrl+E to edit and click on the option make inactive or;
* When at least one name is set to inactive click on show all,
  and in the column to the left of the list name
* Click once to place an ‘X”.
* Remove the show all checkmark when done

All list items/names (including inactive) will continue to show up in the reports for any given period as long as there was a balance in that period, except inventory items, so be sure to print and save all end of period inventory reports before inactivating inventory items.

Tuesday, December 1, 2009

CRM: Using Checkboxes

A client asked: Can we change the Contact Method Options on the Contact Administration tab from the default option group to checkboxes?

Yes, when the response to an option is a boolean answer, you can usually use check boxes. Use the following steps to change the contact method options on the Contact Administration tab to a check box format:

* Go to Settings > Customizations > Customize Entities
* Double-Click Contact entity > Click Form and Views
* Double-Click Form to edit contact form
* Click Administration tab > Select the Email contact method
* Click Change Properties > Click Formatting tab
* Change layout from Two Columns to One Column
* Select "Check box" as control formatting

Repeat the steps for each contact method (i.e. Email, Phone, Fax, Bulk Email, Mail)

CRM: Exporting Entity Customizations

A client asked: We export all customizations at the end of every day and name the xml file with the date. Is a daily export often enough?

That depends on how many customizations you make and how many you are willing to lose if you need to import the xml file from the day before.

I prefer to export by entity as opposed to by day. Export each single entity customization and keep each entity customization in a separate file, for example:


This way, if an entity is changed or broken on the live environment, you can re-import the customization for this entity again, without breaking other entities. Instead of exporting each single entity, you can also export only your customized entities and afterwards select what entities to import.

CRM: Using Our Logo

A client wants to know: Can I change the default CRM logo (in the web client) to our company logo? If so, how can I do it?

This is pretty straight forward, however, as with any change backup the original items before proceeding ahead.

The name of default crm logo is 'masthead.jpg' which is located under directory '_imgs' of the crm web folder.

* Rename this file to masthead_backup.jpg
* Copy your company logo (jpg file) to the _imgs folder
* Name your logo ''masthead.jpg'.

When you open the CRM web client at any workstation, your company logo should appear in place of the CRM logo.

CRM: Save the Schema

A client asked: Should I always make backup versions of the XML schema?

When the XML schema is published it re-generates the underlying SQL and .aspx code. If trouble hits, a "refresh" or "rollback" to an uncorrupted schema is always a backup plan. A versioning scheme is also required to keep track of different versions of the XML schema at different points in time.

To make a backup of the schema from within Microsoft CRM navigate to Settings > Customization > Export Customizations. Browse to the location on your personal hard drive where the .XML file is to be stored.

Also be aware of the items below:

Tip #1: Export only the customizations of entities that you customize and keep each entity customizations in a separate file

Tip #2: Put the date on the file names and while you are working you will be doing this multiple times a day.

Tip #3: Don't save this on a Development Virtual Machine (if the VPC is closed inadvertently, the export could be lost)

CRM: Customization Control

A client asked: Should only one person in our organization be responsible for customizations to CRM?

Customizations cannot be undone and are cumulative. For example, if you add an attribute on a form and deploy, there is no easy way to remove the attribute from the entity.

To remove the attribute, what you have to do:
* If attribute is not a required field then go to step 3.
* Set attribute to be not required field
* Save and publish the changes
* Remove attribute from the form
* Save and publish the changes
* Remove attribute from the entity

Save and publish the changes. Because of this process, we take extra care in tracking and maintaining the CRM customization changes.

The recommended method:
* Make someone (the CRM Champion) in charge of schema changes
* Define roles so that only this person can make customizations
* All others have to send customizations to the CRM Champion

This does not mean that no one else can be involved in development or customizations. It just means that all requests for development need to go through the CRM Champion first.

GoldMine: Completing a Case

A client wants to know: What is the correct method to close out a case? Also, can a case be reassigned?

The correct method to close a case is to use the Resolve button in the toolbar. You can also Reassign or Escalate a case. The details follow:

* At the toolbar, click Resolve.
* The Resolve Case Dialog opens.
* In the Notes field, enter resolution information

NOTE: To notify the selected user of the resolution via e-mail, make sure the E-mail Notification checkbox is checked, and type your message into the Message box provided.

* When finished, click Resolve
* Select Cancel to exit the dialog without resolving the case.
* After a case is resolved, it is removed from the active list.

You can reassign a case to another user or group.

* At the Service Center window, at the toolbar, click Reassign.
* Reassign Case opens and displays the selected case's unique number.
* Click the Use the Reassign To drop-down menu to select a user
* This will be the user reassigned the case.
* Click Reassign to reassign the case
* Click Cancel to exit the dialog without reassigning.

Use the Escalate function to escalate a case to a higher priority.

* At the Service Center window, at the toolbar, click Escalate.
* The Escalate Case dialog box opens and displays the case number.
* Click the Escalate To drop-down menu to select the user
* Click Escalate to escalate the case
* Click Cancel to exit the dialog without re-escalating the case.

GoldMine: Customizing the Service Center

A client recently asked: Some of the tabs in the Service do not appear to our needs. Can these be customized?

Yes, you can customize the Service Center tabs to your particular needs. You can can add or delete a tab, rearrange the order in which they appear or rename the tabs.

At the Service Center, in the tabs area, click the More tab which appears left of the tabs. A list of the tabs appears.

* Click Customize.
* The Display Tabs dialog box opens.
* To add a tab, click on the checkbox next to the tab
* A check appears in the box and then click OK.
* The tab is added.

* To delete a tab, click on the marked checkbox.
* The check disappears. Then click OK.
* The tab is deleted.

* To rearrange the order of the tabs, select the tab
* Click the Move Up or Move Down
* Click OK.
* The tabs order changes.

* To rename a tab, select the tab and click Rename.
* Type the new name in the dialog box and click OK.
* The new name appears on the tab.
* To make this change global throughout GoldMine
* Click Customize tab labels globally.

To abandon the changes, click Reset and then click OK. The original tabs and tab order appear.

GoldMine: Customer Service

A client asked: How do I use the Service Center in GoldMine? Can it track cases?

The Service Center is new in GoldMine Premium. It allows you to track Customer Service cases as follows:

* At the Menu > Select Go To > Service Center
* At the Service Center > click New Case.
* Double-click a contact to create the case

A new case appears with a system-generated case number and other default information taken from the customer. There are a number of fields you can fill in:

* Enter the Subject of the case > enter the Description
* Click on the Pending tab > Add scheduled actions for the case
* Click on the Notes tab > click Add Notes for more comments.
* Click on the Team tab > Add Team members on the case
* Click on the Task tab > Complete tasks for the case.
* Click on the Resolution tab to add resolution information.

Save this case by clicking on the Save icon in the toolbar. It will now appear in your list of Open Cases

GoldMine: Finding New Contacts Added

A client way: Is there a way to find any new contacts added to GoldMine and export them to Excel?

Yes, there are several ways. Some examples are below:

Option 1: Select the Contact Search Center > Search CREATEON greater than 10/1/2009

Option 2: Use a SQL Query

Query 1:
select contact, company, city, state, phone1, key1, createon from contact1 where accountno >= 'A91001%'

Query 2:
select * from Contact1 where (CreateOn > { fn NOW() } - 30) order by CreateOn

Query 3:
select contact, company, city, state, phone1, key1, createon from contact1 where createon >= '20091001'

Note: In Query 1 above: "A91001%" - "A9" represents the year 2009 ..."10" is October .... "01" is the first day. Also, any results can be exported to Excel by right clicking and selecting Output To.